Filing Forms from YAPI to Your Practice Management Software

In this article, we will go step-by-step through the process of taking the forms a patient has completed on the iPad and filing the forms back to your practice management software (Dentrix, Open Dental, Eaglesoft, or PracticeWorks) using the YAPI Dashboard. We recommend updating the patient's record in your practice management software as soon as the patient returns the iPad back. Don't wait until the end of  day to do this. 

  1. Right-click the mceclip6.png or FolderIcon.png icon and select Show Documents on the YAPI Dashboard to open the Document Viewer. Under Documents, you'll see the list of completed forms ready to be filed back into the practice management software. Note: Sometimes there are multiple alert icons and the patient document folder is hidden; double-click the top of the area to expand and see all the patient alerts.
    DocViewer.png
  2. Select the form you'd like to send to the practice management software and click GreenArrowWhiteRecord.png or mceclip0.png. The icon that is enabled depends on the type of document being filed away. GreenArrowWhiteRecord.png is enabled for data-integrated forms and mceclip0.png is enabled for all other types of forms.
  3. The window that displays next depends on the type of form being filed and the Practice Management Software you're using. These windows only display for data-integrated documents. All others will go straight to the Category/Name window for immediate filing.

    Open Dental Users:
    If the form contains patient information, the window below displays with information that the patient updated highlighted in yellow. This window is editable; if the patient is nearby and there's still missing info you want to capture, enter it now and the field will turn blue.
    DataFormOD.png

    If the form is related to medical history and no changes were made, the windows below will display. Select the category you'd like to file the form in and update the note as needed, then click Ok.

    Note: If the Send to Images checkbox is selected, YAPI writes the data into the patient's file and transfers the document to the practice management software. If the provider would like to review the Medical History form chairside with the patient, make sure the Send To checkbox is unselected.

    OD_MedHist.png

    If there were changes to the patient's medical conditions, allergies, or medications, you'll see a preview window similar to the one below. Select Import and the File into Open Dental Images window displays. The Category field represents the name of the folder in Open Dental Images and the Note field is the file name of the document. Click Ok
    OD_MedHist_Change.png
    If your practice has defined "Other" as a medical condition, allergy and/or medication, and your patient has entered an "Other" option on their form, you will see a screen similar to the one below. Right click on mceclip1.png and select Copy to Other.
    mceclip0.png

    Dentrix Users:
    If the form contains patient information, the window below displays with information that the patient updated highlighted in yellow. This window is editable; if the patient is nearby and there's still missing info you want to capture, enter it now and the field will turn blue.
    Dentrix_PatInfo.png
    Select the category you'd like to file the form in and update the note as needed, then click Ok. The Category field represents the name of the folder in the Dentrix Document Center and the Note field is the file name of the document. 
    mceclip0.png


    Eaglesoft Users:
    If the form is related to medical history, the window below displays. Select a Provider/Staff from the drop down arrow, then Select the category you'd like to file the form in and update the note as needed, then click Ok. The Category field represents the name of the folder in Eaglesoft SmartDoc and the Note field is the file name of the document. Optional: If your practice doesn't use the Documents by Group view in SmartDoc, just choose the most appropriate category for the document.
    EagSftMedical.png
  4. Click Update or Ok as prompted by YAPI. Once the document has been filed, you're returned to the Document Viewer screen. You'll now have one less document in the list. 
  5. Repeat step 2 through 4 for each document listed.
  6. Once you're done filing the forms, YAPI takes you back to the Dashboard. The document patient alert (mceclip6.png) icon  will be gone and the mceclip5.png icon greyed out wherever the patient is in the Dashboard.

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